Every workflow has a lifecycle. As you create, publish, and update a workflow, Applaud keeps track of its versions so you can safely make changes without interrupting work already in progress.
Each published version is a snapshot of the workflow at the time it was published. When you make changes after publishing, you create a new draft. Existing workflow runs continue using the version they started with until they complete.
Workflow lifecycle
A workflow moves through several lifecycle states.
Each published version receives a version number. New workflow runs always use the latest published version.
Workflow states
A workflow can exist in one of the following states.
| State | Description |
| Draft | A workflow that is being created or edited. Draft workflows aren't available for new workflow runs. |
| Live | A published workflow that can start new workflow runs. |
| Archived | A workflow that is no longer available for new workflow runs but whose history is preserved. |
These states describe the workflow itself, not the individual workflow runs.
How publishing works
Publishing makes the current draft available for new workflow runs.
Before publishing, the workflow designer validates the workflow configuration. If validation finds any issues, you must resolve them before publishing the workflow.
After a successful publish:
- A new workflow version is created.
- The workflow becomes Live.
- New workflow runs use the published version.
- Earlier workflow runs continue using the version they started with.
Publishing never interrupts workflows that are already running.
Editing published workflows
You can continue improving a workflow after it has been published.
When you edit a live workflow:
- The published version remains available.
- Your changes are saved to a draft.
- Employees continue using the published version until you publish the draft.
This lets you make and test changes without affecting live workflows.
Workflow versions and workflow runs
Workflow versions and workflow runs are independent.
| Workflow version | Workflow run |
| Defines how the workflow should execute. | Records one execution of the workflow. |
| Created when a workflow is published. | Created when a workflow starts. |
| Shared by all new workflow runs. | Contains data for a single request or event. |
If Version 3 is published while Version 2 still has active workflow runs, those runs continue using Version 2 until they finish.
Restoring earlier versions
Version history lets you review previously published versions of a workflow.
If you need to reuse an earlier design, you can restore it to a new draft, make additional changes if needed, and publish it as a new version.
Restoring a previous version doesn't delete later versions. Instead, it creates a new draft based on the selected version.
Archiving workflows
Archive a workflow when it is no longer needed, but you want to preserve its history.
Archived workflows:
- Don't accept new workflow runs.
- Keep existing version history.
- Preserve completed workflow runs for reporting and auditing.
You can reactivate an archived workflow if you need to edit or publish it again.
Best practices
When managing workflow versions:
- Test changes before publishing them to employees.
- Publish only when the workflow is ready for production.
- Review version history before making major design changes.
- Archive workflows that are no longer used instead of deleting them.
- Remember that active workflow runs continue using the version they started with.